Profiles

2. Editing profile details

Profile details aren't set in stone — life changes, and so should the profile. You can edit any of these whenever you need to. Who can edit - Managers and Billing users — can edit any profile in the organization. - Staff — can edit profiles in their groups, only if their Edit Profile permission is on. - Guests — usually cannot edit (depends on per-Guest permission). If you don't see an Edit option, you don't have permission. Ask your Manager. Editing on the web 1. Sign in at app.behca.com (US) or au.behca.com (Australia). 2. Open Profiles and click the profile. 3. Click Edit (pencil icon, or an Edit Profile button). 4. Update any fields. 5. Click Save. Editing on mobile 1. Open the Profile tab in the BEHCA app. 2. Tap the profile area at the top. 3. Tap Edit or the pencil icon. 4. Update fields. 5. Tap Save. What you can change - First name, Last name. - Date of birth. - Location — city/country. Changing this also changes the timezone. - Profile color. - Profile photo — see Profile photo and color. - Feature toggles — turn on/off MAR, EVV, IR (depending on plan and your role). - Pronouns / preferred name (if used by your organization). Some fields require Manager or Billing role to change — for example, switching EVV on or off, since it can affect billing. What changing the location does Updating the location: - Re-syncs the timezone. New entries from now on use the new timezone. Existing entries keep their original timestamps. - Switches local weather to the new location. If you're moving with your client only temporarily (a holiday, hospital stay), don't change the location — just be aware that timestamps will appear in their home timezone for those entries. Traveling EVV staff should check with their organization about how to handle out-of-timezone visits. Bulk editing There's no bulk edit today — each profile is updated individually. If you need to apply a change across many profiles (e.g. a daylight-savings transition), edit each one. Common questions - I changed the timezone, but historical entries still look "wrong". — That's correct. Existing entries keep the timestamp they had at the time. Only new entries are affected. - The location field doesn't autocomplete my address. — Try the nearest larger city or town. Detailed street addresses aren't necessary. - Can I rename a profile? — Yes, just update first/last name. Old reports continue to use the old name in their archive, since they were generated under that name. - Will renaming a profile break shared data? — No. The underlying record is the same; only the displayed name changes.

1. Creating a new profile

A profile is added every time someone new joins your care. New profiles are created on the website by Managers or Billing users. Before you start Confirm you have room on your plan: - Family Plan: up to 3 profiles total. - Provider Plan — Small: 6 profiles. Medium: 12. Large: unlimited. - School Plan: unlimited. If you're at your limit, you'll see an upgrade prompt when you try to add a new profile. Your billing user can upgrade from the Billing page. Creating a profile 1. Sign in at app.behca.com (US) or au.behca.com (Australia). 2. Open Profiles from the main menu. 3. Click Add Profile (or New Profile). 4. Fill in the form (see fields below). 5. Click Save. The new profile becomes your active profile so you can immediately start setting it up. What to fill in - First name and Last name. - Date of birth — used for age-based filtering in reports. - Location — city/town and country. Important — see below. - Profile color — used to color-code this person across your dashboard. - Photo (optional) — adds at-a-glance recognition for everyone on the team. Why location matters Setting a location does two things automatically: - Sets the timezone. The profile's daily entries, MAR doses, and incident reports are stored and displayed in their local time. If your client lives in Sydney and your office is in Perth, their daily logs still read in Sydney time. - Pulls in local weather. BEHCA fetches the weather for the profile's location so you can correlate behavior and health with environmental factors (heat, storms, etc.). If the person travels often or has multiple residences, set their home location here. You can update it later if they move. After saving Common things to do next: - Add a photo and pick a color if you didn't during setup. - Share the profile with relevant Staff or Guests. - Configure features — toggle on EVV, IR, MAR, and other tracking the profile needs (depending on plan). - Make a first daily entry — see Daily Tracking. Family Plan limit If you're on the Family Plan and try to add a 4th profile, you'll be redirected to an upgrade page. Upgrading to a Provider Plan increases your profile limit; your existing profiles and data are preserved. Common questions - Can a Staff member create a profile? — No, only Managers and Billing users. - Do I need to add a photo? — No, photos are optional. They're helpful when several team members are working with multiple profiles. - Why can't I find my city in the location dropdown? — Try the nearest larger city. The location is mainly used for timezone and weather, where a few kilometers doesn't matter. - Can I copy a profile from another organization? — No. Profiles belong to one organization. To share data with people in another organization, invite them as Guests.

3. Profile photo and color

When you have more than two or three profiles, photos and colors start mattering a lot. They're how you tell at a glance which person an entry, chart, or notification is about. The photo Photos are optional but recommended. Adding a photo 1. Open the profile (web or mobile) and start editing. 2. Click or tap the photo placeholder (avatar circle). 3. Pick a photo from your device or take one with the camera. 4. Crop the photo so the face is centered. 5. Save. Photo guidelines - Use a clear, recent photo — not from years ago, especially for kids. - Headshot or close-up works best at thumbnail size. - Avoid group photos; the thumbnail is small. - The photo will appear on the profile-switcher, in audit logs, on incident report PDFs, and on the dashboard. Privacy Photos are visible to everyone with access to the profile (Staff in their groups, Guests on this profile, the Billing user, Managers). They are not visible to your wider organization if those people don't have access to the profile. The color Each profile has a color code. The color appears as: - The border or background of the profile's avatar. - The bar color on charts in the dashboard. - A colored tag in audit logs and entry lists. Picking a good color palette If you have many profiles, the goal is easy distinction at a glance, not a personal favorite. A few patterns that work: - Pick distinct colors from across the spectrum (red, orange, green, blue, purple) before reusing close shades. - Use one color family per group of profiles (e.g. all "Cottage 4" profiles in shades of green). - Avoid using the same color for two profiles you're likely to look at side-by-side. Changing a profile's color 1. Edit the profile. 2. Click the color swatch. 3. Pick a new color from the palette. 4. Save. The new color replaces the old one everywhere — past and future. Removing a photo To go back to the default avatar: 1. Edit the profile. 2. Click the photo and look for Remove Photo (or upload a different photo). 3. Save. If a profile has no photo, BEHCA shows their initials on the colored avatar background. Common questions - My profile photo looks blurry or stretched. — Try uploading a higher-resolution photo. The avatar is small but the underlying file is shown larger in some places. - Can I use the same photo for two profiles? — Technically yes, but it defeats the point — you won't be able to tell them apart visually. - Photos aren't loading. — Refresh the page (web) or pull-to-refresh (mobile). If they still don't load, contact support; this can be a temporary image-server issue. - Are profile photos shared with anyone outside BEHCA? — No. Photos are stored in BEHCA's secure storage and only shown to people with access to the profile.

4. Sharing a profile

Sharing a profile means deciding who else can see and (optionally) edit it. There are two patterns in BEHCA, and they're for different situations. Two ways to share 1. Through a Group (Staff) If the person is on your team and they need access to many profiles together, add them to a Group and add the profile to the same Group. Whoever is in the Group sees every profile in it. This is how most Provider and School organizations share — by team or by location. See Working with Groups. 2. Directly (Guest) If the person is outside your organization, or only needs access to one or two specific profiles, invite them as a Guest and pick the profile(s) they should see. This is how families share with doctors, schools share with parents, and providers share with external reviewers. See Inviting a guest. Sharing a single profile, quickly If you've already invited someone and just want to give them access to this profile: Sharing with an existing Staff member 1. Open the profile. 2. Find the Groups section. 3. Add this profile to a Group the Staff member is already in (or create a new Group with both). Sharing with an existing Guest 1. Open Manage Team → Guests. 2. Click the Guest's name. 3. Add this profile to their list. 4. Save. The Guest now sees this profile next time they refresh. Sharing with a new person Invite them as Staff (with a Group) or Guest (with this profile selected). See Inviting your team and Inviting a guest. Removing access From a Staff member Remove them from the Group, or remove the profile from the Group. Either way, they lose access. From a Guest Open the Guest's edit page and uncheck the profile. They keep their account and access to other profiles, just not this one. From everyone If you want to make a profile private, archive it (see Archiving and restoring profiles). Archived profiles are visible only to Managers and Billing users. Confirming who has access To see everyone who can currently see a profile: 1. Open the profile. 2. Look for an Access or Shared with section (location varies by plan). 3. You'll see a list of Staff (via Groups) and Guests (direct), plus their permissions. If something doesn't match what you expected, edit Groups or Guest assignments accordingly. Common questions - Will the person be notified when I share with them? — Not automatically. They'll just see the profile next time they refresh. Send them a quick message if they need a heads-up. - Can I share with someone in a different organization? — Only by inviting them as a Guest using their email. They become a Guest in your organization, separate from their other accounts. - Can I share read-only access? — Yes. Set their permissions to view-only — turn off Track Data, Edit Profile, etc. - What about temporary access for a substitute? — Add them to the right Group when they start, archive them when they leave. Their data trail is preserved.

5. Archiving and restoring profiles

When someone you support leaves your service — they age out, move to a different program, or finish therapy — archive their profile. Archiving is the right way to retire a profile while keeping the historical record. Don't permanently delete a profile unless you really mean it. Archive is reversible. Deletion is not. What archiving does - The profile disappears from active lists for everyone — Staff, Guests, even Managers (Managers can still see it from the Archives tab). - No new entries can be made. - All historical data — daily entries, MAR records, incident reports, comments, documents — stays exactly where it is. Audit logs continue to show the profile's past activity. - Reports filtered by the profile still work (when run by a Manager from Archives). It's a safe, non-destructive way to clean up your active profile list. Archiving a profile 1. Sign in at app.behca.com (US) or au.behca.com (Australia) as a Manager or Billing user. 2. Open the profile. 3. Click Archive Profile (sometimes located in a menu under More or Settings). 4. Confirm. The profile moves to the Archives tab on the Profiles page. Anyone viewing it on mobile will see it disappear from their profile-switcher. Restoring an archived profile 1. Open Profiles → Archives. 2. Find the profile. 3. Click Restore. The profile reappears in everyone's active list. Group memberships and Guest assignments are usually preserved, but check them after restoring just in case. Why not delete? Deletion is permanent and irreversible. Most regulatory frameworks (HIPAA, NDIS, GDPR) require you to retain care records for several years. Archive is the safe path. If you genuinely need to permanently delete a profile (e.g. a GDPR / privacy-law deletion request), contact support. An admin can do it on your behalf after verifying the request. Family Plan limits and archiving On the Family Plan (3 profiles max), an archived profile doesn't count against your limit. So you can archive an old profile and create a new one without upgrading. Common questions - Will my Staff still see archived profiles? — No. Only Managers and Billing users can see the Archives tab. - Can I run a report on an archived profile? — Yes, Managers can. Open the profile from Archives and use the dashboard / reports as usual. - What about Required Documents on an archived profile? — They stay attached to the profile and are visible from Archives, but no new signatures can be requested. - Will billing change when I archive? — On most plans, no. Talk to your Billing user if you're near a plan limit and considering archiving to make room. - Can I export the data before archiving? — Yes, run any export reports first. See Exporting PDF reports and CSV exports.

6. Setting your default profile

If you have access to more than one profile, BEHCA needs to know which one to load when you sign in. That's the default profile. What "default" means - It's per user, not per organization. Each person on your team can choose their own default. - It's the profile that loads on the dashboard, daily tracking, and other profile-aware screens when you first open the app. - You can switch profiles freely after that — the default just decides where you start. Setting your default On the web 1. Sign in at app.behca.com (US) or au.behca.com (Australia). 2. Click your avatar → Account Settings. 3. Find Default Profile (or Default Observable). 4. Pick the profile you want as your default. 5. Click Save. On mobile 1. Open the Account screen. 2. Find Default Profile. 3. Tap to choose. 4. Save. When you'd change it - You're a Staff member who works mostly with one profile. Set them as default to skip a step every shift. - You're a parent who tracks one child more than the other. Default to the one you log most often. - You're a self-reporter and only have one profile. Your one profile is your default automatically. Switching profiles after sign-in Switching to a non-default profile doesn't change the default — it just changes what you're looking at right now. - Web: click the profile switcher in the top bar. - Mobile: tap the profile avatar at the top of the screen. Next time you sign in, you'll be back on your default. What happens if I lose access to my default profile? If your access to your default profile is removed (e.g. the Manager removes you from a Group), BEHCA will: - Pick another profile you have access to as your active profile. - Update your default to that new profile. - Show you the dashboard for the new active profile when you sign in. If you lose access to every profile in your organization, you'll see an empty state asking your Manager to grant access. Common questions - Can a Manager set my default for me? — Not directly. Each user manages their own default. - My default profile keeps changing on its own. — Check whether you've lost access to it. BEHCA auto-corrects defaults to a profile you can actually see. - Do I have to set a default? — No. If you don't set one, BEHCA picks one for you on each sign-in. - Does the default affect what reports I see? — Reports show the profile you're currently viewing, not the default. Switching profiles changes the report data.